Moving Company Invoice Template

A moving invoice asks a customer to pay for a move you've done: the crew's time or a flat price, the truck and travel, packing materials and any extra services, less any deposit the customer already paid. It ends with the amount due and when it's due.

It isn't the estimate you gave before the move. The estimate says what you expect to charge; the invoice says what you're charging now the work is done. Put the booking or estimate number on the invoice so the customer can compare the two.

The "Pricing" line under "Move details" says how the move is charged, and the "Moving labor" section follows it.

• Hourly. Put the crew size and the start and finish times in the details column, the hours in the quantity column and the rate for that crew in the price column. The sample's pricing line says the clock runs "from arrival at the origin to the end of unloading", and its details read "3 movers, 8:00 a.m. to 1:30 p.m.".
• Flat rate. Write "Flat rate" and what it covers in the pricing line, then enter one row with a quantity of 1, a unit such as "move" and the agreed price.

Whichever you use, agree the terms with the customer before the move and print them on the invoice. The sample's first move note, labeled "Sample terms", charges labor by the hour in 15-minute steps with a 3-hour minimum; replace it with your own. If something was added on the day, such as extra rooms or a piano nobody mentioned, bill it as its own row so the rest still matches what was agreed.

List boxes, paper, tape, wrap and bags by quantity × unit price, so the customer can see what was used. The details column says whether each item was delivered before the move or used on the day.

Extra services go in their own section: a piano or safe, stair or long carries, taking apart and reassembling furniture, storage, packing or unpacking. Use the details column for what makes the charge, such as "2 flights" or "2 queen beds". If you quoted any of these in advance, use the same name and price as on the estimate.

In the US, moving household goods from one state to another comes under the Federal Motor Carrier Safety Administration (FMCSA). If that's your work, read FMCSA's Protect Your Move pages and the booklet Your Rights and Responsibilities When You Move, which movers and brokers are required to give customers before an interstate move. Some points from them that affect pricing and billing:

• Registration. FMCSA says all interstate household goods movers and brokers must be registered with it, and tells customers to check that a mover has a U.S. DOT number. The template's "License or registration no." line is where you can show yours.
• Binding and non-binding estimates. According to the booklet, a binding estimate guarantees the customer can't be required to pay more than the estimate at delivery for the goods and services it covers. If the customer adds items or services, the booklet sets out how the estimate can be changed. Under a non-binding estimate, the mover can't require more than 110 percent of the estimate at delivery, and bills any remaining charges after 30 days from delivery.
• The invoice. The booklet says the mover must give the customer an invoice identifying each service and its charge at the time the transportation charges are paid, and that it's customary to use a copy of the bill of lading as the freight invoice. Except for a binding estimate, the invoice must identify each service performed, the rate or charge per service and the total for each service. Freight invoices and accompanying notices must also state penalties for late payment, the period of any credit, service or finance charges, collection expense charges and any discount terms.
• Valuation. FMCSA's liability and protection page says interstate movers must offer two liability options: Full Value Protection and Released Value. Released Value is offered at no additional charge and limits the mover's liability to 60 cents per pound per article, and the customer must sign a specific statement on the bill of lading or contract to choose it.

This template is a general invoice. It isn't a bill of lading or an FMCSA form, and using it doesn't by itself meet those rules. Check FMCSA's pages and the booklet for everything that applies to an interstate move.

For moves within one state, FMCSA's liability and protection page points customers to their state, county or local consumer affairs agency or state movers association. Check the rules where you work.

Whether moving services, packing materials or both are taxable depends on where you do business. Check with the tax agency where you work. The template's totals have one "Sales tax on packing materials, if applicable" line, with a rate cell that starts at 0%. In the Excel file, the rate applies to the packing materials subtotal only. That's how the template is set up, not a statement about what is taxable; if a different amount is taxed where you work, change the formula and the label.

If you invoice in Billed, customers can pay online by card or PayPal, Billed can send automatic reminders for overdue invoices, and it sends a payment receipt after each online payment.